Supply, Installation and Configuration of Video Conferencing System BACKGROUND Rationale This Tender aims to address the need for the APRM to establish a secure, robust, reliable, scalable and integrated video conferencing system with cutting edge integrated collaboration infrastructure and productivity tools to facilitate collaboration and communication across the continent Africa. Objectives The main objective is to provide a reliable and cost-effective video conferencing system that meets APRM future business collaboration and communication requirement. Scope of Work The scope of this project shall cover the acquisition and implementation of the following: Acquisition of the hardware and software infrastructure. Installation and maintenance of boardroom and mobile video conferencing system. Integration of new video conferencing system with existing telephony and VC system. Training and enablement REQUIREMENTS Qualification Requirements The desired service provider must have the following in order to qualify: Expertise and at least ten years experience in the business. Capacity and ability to provide maintenance services/ technical support. Technical Requirements The service provider is required to conduct site inspection, submit detailed work plan specifying installation design and detailed activities. The technical requirements and evaluation criteria are as follows: AUDIO AND VISUAL CONFERENCING REQUIREMENT
The following table lists the specifications for the video conferencing equipment. MOBILE VC EQUIPMENT Components Quantity Description Multipoint Use the existing Yealink VC 20. Conferencing Unit and High Definition Video Camera (080p) Display 2 High Definition Projector XGA(024x768) Sound system High quality microphone systems AV - with capability to connect to interpretation system. Speaker System Line redundancy Dual-line PSTN and/or VoIP telephony Virtual Meeting Room and Video Interop Server VMR must interoperate with Skype for Business Allow users to join meeting using PSTN Dial-in and standard browser Ability for users to share content & application, record meetings, whiteboarding and polling etc portable A/V systems Mobile flight case Stage plus flight case for all the equipment. Warranty Three-year warranty CONFERENCE ROOM / TRAINING ROOM Components Quantity Description Multipoint 2 Camera with 2x - 8x Zoom Capabilities Conferencing Unit and (Minimum 2 for the large boardroom / High Definition Video conference room) Camera (080p) Multipoint Conferencing Unit (MCU) with Multipoint license for at least 250 users and 0 sites. Must be scalable to accommodate simultaneous multi-party conferencing capacity needs and overall port capacity for Multi-Point Conferencing Unit (MCU) Dual Monitor / Smartboards Conference and Reception phone 2 platforms, multi-site management etc. Smartboard or 2 Standard HD 65 display screens with touch display. High Definition Projector XGA(024x768) Standard Microsoft Skype for Business Complaint boardroom conference phone Sound system 0 2 High quality ceiling microphone array. Integrated ceiling array of microphone and sound systems.
Theatre Style Sound System (Wide- Dispersion Speaker System 60W) Line redundancy Dual-line PSTN and/or VoIP telephony Enterprise Unified Virtual Meeting Room (VMR) and Video Communication and Interop Server VMR must interoperate with Collaboration Skype for Business Allow users to join meeting using PSTN Dial-in, standard browser Ability for users to share content & application, record meetings, whiteboarding and polling etc IP based video conferencing solution. Microsoft on premise Skype for Business room system interoperability with traditional third-party Video Teleconferencing System (VTC) (such as Cisco Unified Communication Manager (UCM), TelePresence Video Communication Server (VCS) for Cisco endpoints (TIP), Avaya, Yealink, Logitech, Polycom, Lifesize etc. ) Microsoft Video Interop Server (VIS) Interoperate with other propriety VC systems (desktop and hardware based Multi- Point Conferencing Unit (MCU)). Integration with active Directory and calendar. Support calendaring and connecting to Exchange Server mailboxes to retrieve and display scheduling meeting information created Features Capabilities And by Outlook. Multi-party interactive video sessions and asynchronous visual collaboration. Ability to setup video conference call and invite participants to a video conferencing session via link, PSTN Dial-in Conferencing, SIP, audio and video invites concurrently. Support click-to-join using remote control, touch panel, or even touchscreen displays. Multiple microphone inputs and stereo channels. Centralized management interface for managing video conference session. Multiple microphones with sound localization and lip sync capabilities. Flexible camera with innovative sound and facial-tracking algorithms to accurately focus on the person speaking Camera coverage should be at least 0M Support intelligent bandwidth management, reduce drop calls, tolerate packet loss without affecting audio-visual performance, deliver superior video and audio feed. Automatic gain control Noise suppression, noise block, acoustic fence,
instant adaptation echo cancellation, live music mode, ability to pick up soft voice and set the microphone in the direction of the active speaker. Allow computer users or participants to actively participate in a conferencing session, simultaneous share content among all participants (e.g. share file, desktop, application and whiteboards), share messages via instant messaging, ask questions using polls or raise hands, File sharing or slide shows to share PowerPoint or other presentations Audio and video streaming. Live interaction and real-time session recording for later review or archiving Natively and securely registers to the Skype for Business platform and capable of accessing Exchange mailbox information to retrieve meeting invitations. Control Devices and Remote control, touch panel, or even equipment touchscreen displays. Networking Protocols Support the DNS (Client), DHCP (Client), RTCP, SIP, RTP, TCP, H.323/H.320 and other standard networking protocols for video conferencing. Input and Output Devices Support a variety of input and output standard interfaces for digital, analog AV systems and /or other interpretation equipment. Video input - x HDCI - x HDMI.3 - x VGA Video out - 2 x HDMI.3 Audio input - x Group microphone array input port - USB headset support - x HDCI (camera) - x HDMI - x 3.5mm stereo line-in Audio output - x HDMI - USB headset support - x 3.5mm stereo line-out Other interfaces - 2 x USB 2.0 - x RS-232, 8-pin mini-din Audio Standards and Digital Format Support for industry audio standards and digital formats such as: o AAC-LD (TIP calls), G.79 (Live
Music Mode) o G.7, G.7A-law, G.7U-law, o G.722, G.722. o G.728 o G.729A, G.729 and PMCA Codec standards Video Standards and Protocols Video Quality (Resolutions support) Support for industry standards video and protocols such as: o H.26, H.263, H.264 AVC, H.264 High Profile, H.264 SVC, RTV o H.239/BFCP for content sharing o H.263 & H.264 Video error concealment` o MPEG, MPEG2 and MPEG4 video formats o HD display resolution Video resolution support o 080p, 60 fps from 740 Kbps o 080p, 30 fps from 024 Kbps o 720p, 60 fps from 832 Kbps o 720p, 30 fps from 52 Kbps o 4SIF/4CIF, 60 fps from 52 Kbps o 4SIF/4CIF, 30 fps from 28 Kbps o SIF (352 x 240), CIF (352 x 288) from 64 Kbps o QCIF (76 x 44) from 64 Kbps o w288p from 28 Kbps o w448 from 384 Kbps o w576p from 52 Kbps Network Interfaces Support for a wide variety of standard network interfaces to facilitate connectivity to various types of networks. Support for the following: o IPv4 and IPv6 support o 2 x 0/00/G Ethernet Switch o Auto-MDIX o H.323 and/or SIP up to 6 Mbps o Lost Packet Recovery technology o Reconfigurable MTU size o RS232 with API support Enterprise Standards Encryption Security and Support for strong media encryption (H.323, SIP): AES-28, AES-256, H.235.6, PKI/Certificate Management: (SSL 3.0, TLS.0,.,.2), Self-signed and CA-signed certificate support and network intrusion detection system Utilize the latest encryption standards and other data security services to ensure that communications and system resources are kept secure and confidential.
Warranty Three-year warranty VISUAL COLLABORATION The service provider is required to deploy a cost-effective unified IP based video conferencing solution that integrates with traditional third-party Video Teleconferencing System (VTC) that can to give highly mobile staff the choice to have unified access to their voicemail, emails, audio and video conferencing from anywhere. This system should also have the capability to interoperate with Virtual Meeting Room (VMR) (such as Prexip, Meet Me, Zoom Meetings etc.). The proposed video conferencing solution should meet the following minimum requirements of features and functionality; The service provider is required to meet with the IT Officer at the APRM to discuss the organization s voice and video conferencing needs in order to simplify the end user experience. In line with standard best practice the service provider is required to design the infrastructure to be as resilient as possible, to minimize the effects of failures and ensure business continuity. DOCUMENTATION The systems and licenses must be clearly documented. The complete installation shall be fully tested and documented in accordance with industry standards. On completion of installation the service provider shall make available a detailed diagram and documentation for the video conferencing equipment. PROJECT DELIVERABLE Taking into consideration the complete transition from the current system in APRM to the new proposed system by the service provider. Service providers should submit a time schedule of the entire project transition period. Project Responsibilities Milestones Phase I Requirement Definition and Planning Detailed Assessment of the current systems Proposal o Data Centre infrastructure o Video Conferencing network and infrastructure planning o lighting decorative Project Plan Produce a comprehensive proposal Expected Timeline 8 Week
Video Conference Deployment and Mobile Video Conferencing Acceptance of the solution Training Manual Planning the deployment Acquisition of video conferencing software and hardware infrastructure. Provisioning, deployment and configuration of video conferencing system. Deployment and Configuration of Virtual Meeting Room, Video Interoperability Server, remote worker specifications Integration of computers into the domain, office 365, live user s document backup and user profile setup. Hybrid Deployment and Integration of Skype for Business. Porting of current DID numbers and setting up Dial-in Access Numbers. Bandwidth testing and configuration Room design and configuration Sound testing and localization (Preset) Network Configuration - integration with the present network environment, configuration of VLANs, bandwidth allocation and traffic segmentation. Acceptance Testing Training and Enablement Launch 3 Weeks 2 Weeks Week Day PHASE : This covers the preliminary work, installations and provisioning of the systems as specified. Under this phase the service provider is required to conduct an assessment of the existing solution and provide a project plan with duration of the project and delivery date. In order to capture the requirement, the service providers will have to organize meeting with the IT personnel at the APRM Secretariat to conduct an assessment if necessary. Following the assessment, the contractor will also draft a project plan and define the timelines. At this stage the service provider is expected to do the following: PRE-INSTALLATION Provide detailed work plan with timelines specifying installation design, deployment plan, detailed activities and conduct site inspection. Acquisition of video conferencing software and hardware infrastructure. PHASE 2: This covers the actual installation of the software and hardware. This is the installation and configuration aspect of the deployment which covers configuration of software and hardware required for the successful implementation of the proposed system.
Under this phase the service provider is required to install, configure and integrate all the systems. At this stage the contractor is expected to do the following: ACTUAL INSTALLATION Provisioning, deployment and configuration of video conferencing system. Deployment and Configuration of Virtual Meeting Room, Video Interoperability Server, remote worker specifications Integration of computers into the domain, office 365, live user s document backup and user profile setup. Hybrid Deployment and Integration of Skype for Business. Porting of current DID numbers and setting up Dial-in Access Numbers. Bandwidth testing and configuration Room design and configuration Sound testing and localization (Preset) Network Configuration - integration with the present network environment, configuration of VLANs, bandwidth allocation and traffic segmentation. PHASE 3: The final phase of the deployment includes the training, testing of the equipment and maintenance as described below. Training and enablement Following the deployment, the service provider is required to provide an onsite vendor enablement for staff. Bidders must dispense training to achieve the required knowledge to operate the systems with minimum supervision. Ensure end-users are conversant with the proposed solutions. The service provider should submit the training manual if need be prior to the service commencement period. Testing The preferred service provider shall conduct series of test for at least 2 weeks prior to inspection. The acceptance test procedure shall be in accordance with the following: Must be undertaken for a period of 3 months and ensure that all equipment are in good working condition during the agreed test period. The performance tolerance level agreed upon is attained during testing. SLA Service Provider shall: Provide an escalation list and procedure in reporting fault and downtimes;
Service Providers must immediately advice APRM of any known defects ahead of time; and Service Providers must be available to assist immediately if the equipment is faulty. Warranty The service provider must also provide a minimum of 3-year warranty for all the IT equipment. During this period the contractor will be fully responsible for any faulty equipment.